Item 8FAGENDA ITEM # 8F
DECEMBER 14, 2009
STAFF REPORT
City of Atlantic Beach
Commission Meeting
AGENDA ITEM: Rental/Permit Fees for Recreation & Special Events
DATE: November 25, 2009
SUBMITTED BY: David E. Thompson, Assistant City Manager
Timmy Johnson, Recreation & Special Event Director
BACKGROUND: Over the past year, a review was conducted of the various parks and facilities
in Atlantic Beach. Public Works Director Rick Carper, Assistant Public Works Director Tim
Gilboy, Recreation & Special Events Director Timmy Johnson, and Assistant City Manager
David Thompson evaluated the existing locations/facilities.
Part of this review included the fee schedules for the utilization of the City recreational facilities.
These facilities are available to the public to be rented for private events. Specifically, the use of
the Adele Grage Cultural Center surfaced as a significant concern.
During 2008, the Adele Grage Cultural Center was rented 185 times on weekends and 47 times
on week days. These numbers do not include the 280 days that the Atlantic Beach Experimental
Theater utilized the building, or the 8 weeks of the YMCA Summer Camp during the summer
months. The wear and tear on the building is apparent.
It was also noted that a number of the events would be considered to be relatively minor social
events that would normally be hosted at one's home. However, people chose to hold the event at
the Adele Grage Cultural Center, possibly because of the low rental fees required for its use.
Staff reviewed and evaluated the existing fee structure for citizens/organizations renting the
Adele Grage Cultural Center, and concluded that the rental rates at Adele Grage ($25/hour) are
significantly under the market value for such rentals.
Based on these factors, a new fee schedule is recommended:
Day Type Hourlyate
Monday through Thursday
Monday through Thursday
Friday through Sunday
Friday through Sunday
All Alcohol Events
Private $50/hour
Non-Profit $40/hour
Private $100/hour
Non-Profit $75/hour
$100 /hour plus Police
The rental party will pay sales tax required by state law.
All alcohol events will require anoff-duty police officer paid by the rental party at the prevailing hourly rate, which is
currently $27.50 per hour.
AGENDA TI'EM # 8F
DECEMBER 14, 2009
Holiday rates will be the same as weekend rates.
The maximum daily fee will not exceed a total of eight (8) hours.
A $200 deposit will remain in effect.
The recommended fees will keep the rental fees lower than many similar facilities in the beaches
area, while assuring that the City receives reasonable revenue to offset Recreation & Special
Events expenses. The higher fees may also reduce the weaz and teaz on the facility by reducing
the usage, or at least provide revenues to cover the costs of maintenance as a result of the high
usage.
Note: The off-duty police officer at alcohol events is intended to provide a number of functions
for the benefit of the renter as well as the City. The role of the officer will be to open the facility,
to assist with any parking issues and/or traffic control, to address any complaints that may result
from the event i.e. excessive noise, to assure compliance with applicable codes and laws, and to
resolve problems. Officers aze often hired by private parties at local events simply to keep the
peace and resolve problems as they arise.
2. Presently, Recreation & Special Events staff members process a variety of special events
applications each year at no cost to the applicant. This includes weddings on the beach, birthday
parties at pavilions, family reunions in parks, and other social festivities. When an application is
received, it is reviewed by Recreation & Special Events staff, the Police Department, and the City
Manager.
Staff recommends an application fee of $25 for all special events applications, to cover the
administrative costs of processing the requests.
BUDGET:
1. With an increase in fees, we should anticipate fewer rentals in 2009-10. It would probably be
prudent to track the rentals after the new fees are implemented before estimating the impact on
future revenues.
2. If there is a reduction in the use of the Adele Grage Cultural Center, then there should also be
a corresponding reduction in maintenance and repairs to the facility.
3. Based on the number of special events applications received in the past, staff expects an
increase of approximately $3,200 in revenue.
RECOMMENDATIONS: To adopt the proposed fee schedule for renting the Adele Grage
Cultural Center, and to adopt a $25 application fee for special events.
ATTACHMENTS: Table with Comparisons of Similar Facilities
REVIEWED BY CITY MANAGER:
A NDA ITEM NUMBER:
AGENDA ITEM # 8F
DECEMBER 14, 2009
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